RECORDS MANAGEMENT ANALYST DEFINITION:
Under the general direction of a supervisory official in a State department, institution or agency, or in a local government agency, examines and evaluates the records processing and maintenance systems utilized, and develops new or improved methods for efficient handling, protecting, and disposing of records and information; does other related duties as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK: Maintains a complete inventory of all agency records.
Ascertains what media (paper, microfilm, computer-based) would be best for record keeping in the jurisdiction.
Confers with supervisory and agency personnel to gather input for improvements and to detect records management problems.
Evaluates findings and recommends changes or modifications in records management procedures utilizing knowledge of functions of operating units, coding systems, and filing methods.
Advises department and section heads on procedures regarding cataloging, inventory, retention, and destruction of records.
Schedules and participates in training seminars and sessions on records management.
Prepares instructive materials to be used by agency personnel related to records processing, retention, and disposition.
Assists in the development and administration of support programs relating to the Open Public Records Act and records discovery /production associated with research, investigatory and legal processes.
Ensures that records are classified, maintained, retained, and destroyed in accord with the State's public records laws and adheres to regulations established by the State Records Committee.
Makes recommendations for budget purposes of anticipated needs and costs of records management systems and programs, including needs and costs for personnel, equipment, software, services, and supplies.
Works in conjunction with the State's central records and archival management authorities in conducting inventories, proposing retention/disposition schedules, obtaining records management-related services, and specifying records processing, storage, and management systems, including systems that manage content in digital formats
Coordinates with State approved vendors and agency personnel on scheduling and overseeing records transfer and disposition actions, including actions associated with computer-based records back-up systems, records center and file room operations, and long term storage facilities such as the State Archives.
On behalf of the agency, administers authorized records destruction actions in accordance with policies and procedures established by the central State records and archival management authorities.
Reviews records management programs and activities and evaluates their administration, objectives, efficiency, effectiveness, and suitability to current organizational conditions/strategies, technologies, costs, and accomplishments using current records management methods.
Appraises the effectiveness of records management systems; assists agencies in the development of methods and operations necessary for effective and efficient records creation, processing, storage, retention, retrieval, preservation, and destruction, including the destruction of obsolete records.
Participates in strategic and tactical planning involving information technology, human resources, legal, risk management, budget/finance, and other professionals to ensure records management is integrated into the appropriate agency programs.
Investigates and develops solutions to problems involving the management of agency records
Develops and prepares records retention schedules for presentation to the State's central records and archival management authorities; evaluates records programs and provides recommendations.
Plans and develops records management programs for existing operations, to determine the feasibility for new/revised records management policies, procedures, systems, and services.
Participates in the planning and introduction of new techniques, technologies, and methods to improve records management.
Prepares various reports, memorandums, and letters regarding records management and related topics in the sphere of information technology and management.
Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
NOTE:Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester-hour credits are equal to one (1) year of relevant experience.
Five (5) years of professional experience involving the review, analysis, and evaluation of record management systems and the recommendation of improved methods of operation.
OR
Possession of a bachelor's degree from an accredited college or university; and one (1) year of the above-mentioned professional experience.
NOTE:"Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.
LICENSE:
Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of State public records laws and rules/regulations established by the State's central records and archival management authorities regarding records inventory, access, retrieval, cataloging, storage, and destruction..
Knowledge of record management and content management systems.
Knowledge of the principles of records management, information technology and project management, and their application to specific operating problems and situations.
Knowledge of the various microforms, records center operations, files/forms management and electronic records systems and their usage in records management.
Ability to analyze and apply principles of records, information, and project management.
Ability to effectively communicate procedures and policies to others.
Ability to analyze existing records processing, retention, and disposition procedures, recognize problem areas, and recommend effective solutions.
Ability to prepare clear and concise policies and procedures for use by others.
Ability to work harmoniously and effectively with coworkers.
Ability to organize assigned records management duties.
Ability to interpret laws, rules and regulations and apply them to specific situations.
Ability to prepare statistical and financial data.
Ability to conduct assigned investigations, surveys, studies, and research activities and reports.
Ability to coordinate with State approved vendors and agency personnel on records management-related activities like computer-based records back-ups, records center and file room operations, and records transfers to long term storage facilities such as the State Archives.
Ability to evaluate the administration, objectives, efficiency, effectiveness, and suitability of records management programs and technologies with the objective of evaluating agency conditions, costs, and accomplishments using established procedures and standards.
Ability to appraise the effectiveness of records management systems and to assist agencies in the development of methods and operations necessary for the development of proposed record retention/disposition schedules.
Ability to investigate and develop, solutions to problem areas, as well as identify and work towards the creation of new records management systems.
Ability to evaluate, plan for and develop records management programs and practices, and to provide recommendations.
Ability to assist with the planning and introduction of new techniques, technologies, and methods to improve the agency's records management capacities.
Ability to prepare reports.
Ability to maintain records and files.
Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
